Part 1 Overview of Procurement 2 CFR 200

Part 1: Overview of Procurement 2 CFR 200. 317 -326 Child Nutrition Programs Oregon Department of Education

Procurement Part 1 Overview �Importance of Procurement �What you need to know �Introduction to methods of procurement �Competition �Need for a Procurement Plan Child Nutrition Programs Oregon Department of Education

Definitions �Procurement – purchase of goods, products, services �Simplified Acquisition Threshold – dollar amount for small or informal purchases �Goods or Products – items used in operation of CNP �Services – performance of tasks Child Nutrition Programs Oregon Department of Education

Definitions Continued �Specification – description of product/service that a purchaser seeks and a description of what a vendor/bidder must offer �Purchase – to buy a good, product or services �Transaction – an occurrence in which two or more entities exchange goods, services or money �Transparency – details surrounding the procurement are open and clear Child Nutrition Programs Oregon Department of Education

Definitions Continued �Responsible – accountable or capable to meet the terms of the contract for the goods, services or products being procured �Responsive – prepared in full compliance with the requirements Child Nutrition Programs Oregon Department of Education

Why is Procurement Important? v USDA Requirement v Good Money Management Child Nutrition Programs Oregon Department of Education

Procurement – What You Need to Know �Understand goods, products, services needed �Potential suppliers of goods, products, services �The best price �Which method of procurement to use �Document the steps involved Child Nutrition Programs Oregon Department of Education

QUICK REVIEW The definition of procurement is A. Selling goods, products or services at the best possible price B. Purchasing of goods, products or services at the best possible price C. Notifying sellers that you are interested in buying goods, products or services. D. All of the above Child Nutrition Programs Oregon Department of Education

ANSWER TO QUICK REVIEW The definition of procurement is: B. Purchasing of goods, products or services at the best possible price Child Nutrition Programs Oregon Department of Education

2 CRF 200 – Regulations for Federal Awards Procurement 200. 317 - 200. 326 Child Nutrition Programs Oregon Department of Education

Program Specific Procurement Regulations • NSLP SBP 7 CFR 210. 21 • SBP 7 CFR 220. 16 • SMP 7 CFR 215. 14 a • SFSP 7 CFR 225. 17 • CACFP 7 CFR 226. 22 • USDA Foods 7 CFR 250 – Subpart D: Donated Foods in FSMC Child Nutrition Programs Oregon Department of Education

Program Specific Procurement Standards PROGRAMS Buy American Cost. Reimbursable Contract provisions Geographic Preference Minority Business Enterprises NSLP and SBP 7 CFR Parts 210. 21(d) and 220. 16(d) 7 CFR Parts 210. 21(f), 220. 16(e), and 250. 53 7 CFR Part 210. 21(g) and 220. 16(f) - 7 CFR Part 215. 14 a(d) 7 CFR Part 215. 14 a(e) - SMP - SFSP - - 7 CFR Part 225. 17(e) 7 CFR Part 225. 17(d) CACFP - - 7 CFR Part 226. 22(n) 7 CFR Part 226. 22(f) USDA Foods 7 CFR Part 250. 23 7 CFR Part 250. 53(b) Child Nutrition Programs Oregon Department of Education - -

General Procurement Standards 2 CFR 200. 318 2 Small Purchase 1 Micro. Purchase A. B. C. D. E. 3 Sealed Bids 4 Competitive Proposals General Standards Document Policies Necessary Full and Open Competition Conflict of Interest Documentation 1. Cost & Price Analysis 2. Vendor Selection Child Nutrition Programs Oregon Department of Education 5 Sole Source

Methods of Procurement 2 CFR 200. 320 3 Sealed Bids 1 Micro. Purchase 2 Small Purchase Child Nutrition Programs Oregon Department of Education 4 Competitive Proposals 5 Sole Source

Federal Procurement Roadmap All CNP Sponsors Is the purchase or contract worth more than $150, 000 Purchase/contract less than $150, 000 Purchase/contract greater than $150, 000 Use Informal Process Use Formal Process Micro Small Sealed Bid Child Nutrition Programs Oregon Department of Education Competitive Proposals

Procurement Plan 2 CFR 200. 318(a) v. What is a procurement policy? A procurement policy is a written statement that assures all purchases made with CNP Federal funds are handled fairly and in a manner that encourages full and open competition. Child Nutrition Programs Oregon Department of Education

Procurement Plan Continued 2 CFR 200. 318(a) v. What is a procurement plan? � What will be done, who will do it, and how it will be done. � Code of Conduct � Conflict of Interest Child Nutrition Programs Oregon Department of Education

QUICK REVIEW True or False: �All procurement regulations apply to all programs. �The procurement method used is determined by whether the purchase exceeds the simplified acquisition threshold. Child Nutrition Programs Oregon Department of Education

ANSWERS TO QUICK REVIEW True or False: All regulations apply to all programs. FALSE The procurement method used is determined by whether the purchase exceeds the simplified acquisition threshold. TRUE Child Nutrition Programs Oregon Department of Education

Other Aspects of Procurement Child Nutrition Programs Oregon Department of Education

Principles of Good Procurement Full and Open Competition Fairness and Integrity Responsible Vendor; Responsive Bid Transparency Child Nutrition Programs Oregon Department of Education

Full and Open Competition 2 CFR 200. 319(a) ♦ Goal all Federal Procurement requirements ♦ Same opportunities to compete ♦ Higher quality goods, products or services at the lowest possible price. ♦ Specifications do not restrict or eliminate competition. Child Nutrition Programs Oregon Department of Education

Elements that Restrict Competition �Unreasonable requirements �Unnecessary experience or bonding �Noncompetitive pricing practices �Noncompetitive contracts �Organizational Conflicts of Interest �Specifying “brand name” �Any arbitrary action Child Nutrition Programs Oregon Department of Education

Documentation v Procurement Documents � Three years plus the current fiscal year v Accounting Documents • Invoices • Grocery receipts • Cancelled checks • Quotes or Bid documents Child Nutrition Programs Oregon Department of Education

QUICK REVIEW True or False: An important principle of good procurement is that good procurement is competitive procurement Child Nutrition Programs Oregon Department of Education

ANSWERS TO THE QUICK REVIEW True or False: An important principle of good procurement is that good procurement is competitive procurement TRUE Child Nutrition Programs Oregon Department of Education

SUMMARY �Definitions of frequently used words �Why Procurement is important �What Sponsors need to now about procurement �Five procurement methods �Presented the Roadmap to Federal Procurement �Reason a Procurement plan is needed �Full and open competition �Procurement Documentation Child Nutrition Programs Oregon Department of Education

ODE CNP Contact Information Oregon Department of Education Child Nutrition Programs 255 Capitol St. NE Salem, OR 97310 Phone: 503 -947 -5849 Website: http: //www. ode. state. or. us/search/results/? id=383 Child Nutrition Programs Oregon Department of Education

Questions Child Nutrition Programs Oregon Department of Education

Resources �ODE CNP Procurement webpage �CACPF Policy and Procedure Manual Chapter 14 � 2 CFR 200 �NSLP Procurement Regulations (7 CFR 210. 21) �SBP Procurement Regulations (7 CFR 220. 16) �Special Milk Program (7 CFR 215. 14 a �USDA Foods (7 CFR 250 – Subpart D) �CACFP (7 CFR 226. 22) �SFSP (7 CFR 225. 17) Child Nutrition Programs Oregon Department of Education

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